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If you're sharing documents, especially if you're sending them electronically, you can increase the security of those documents by encrypting them first. This requires creating a password for the files so the recipient of the document will need that password to open it up and in the process, decrypt it. Let's encrypt a document and and open it up afterwards. So we'll go to our Office button to open up a file, click Open. Navigate to lessen 18 folder and find annual report 18 right here and Open.
All right. So here's our document's got some sensitive data, and we don't want this falling into anyone's hands. So we'll go up to the Office button up here, and down to Prepare, and over here on the right-hand side we want to encrypt this document. So here it is, give it a click, we come up with a password and keep in mind, that if you lose or forget the password here, it cannot be recovered so it's advisable to keep a list of your passwords and the corresponding documents.
We're going to type in the word "secret" here. Type it in. We don't see what we're typing and that's another safety feature in case anyone's looking over your shoulder. We click OK. To confirm we really know what we typed, we type it again. And OK. Alright, so our document now has the password and all we need to do is save this. Saving our changes is was going to encrypt it and password protect it at same time. So we'll go up to our Save button, we'll click Save and then we'll close it.
You can click your Close button if you've modified your Quick Access toolbar or click the Office button and then Close. OK. Now this document that we just closed up is safe to send. The document data will be very difficult for anyone to get at unless they know the password. So let's see what it's like to receive this and open it up. We'll go to our Open button. And here it is, annual report 18, still in our lesson 18 exercise files unless you had to save it somewhere else, but we'll open it up.
And when we click the Open button, look at this. "Enter password to open file." Alright, I know it's secret so type that in and I'll click OK. So without that I could not have opened this. It was encrypted as I saved and closed it and decrypted as I opened it with the password. So keep in mind this is more than just adding a password. The actual contents of this document are encrypted and then they are decrypted each time it's opened. So just added security for those files that are important, private and possibly confidential.
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